How Occupancy Analytics Works

How Occupancy Analytics Works – From Sensor to Data-Driven Decision

Are your desks sitting empty even though your office is "at full capacity"? Are meeting rooms really in use, or do they sit vacant despite being booked? In today’s hybrid work environment, it’s nearly impossible to know how your office is actually being used. Guesswork leads to wasted resources and inefficient workplaces.

Occupancy analytics is the solution. It provides precise, real-time data on how every square meter of your office is used. Replace assumptions with facts and make smarter, data-driven decisions for your workplace.

What is Occupancy Analytics?

Occupancy analytics is the process of using sensor technology to automatically collect objective data on how and when physical office spaces are used. It helps you understand exactly how desks, meeting rooms, phone booths, and common areas are being utilized at any given time.

In modern, flexible workplaces where employees split time between home and the office, this data isn’t just nice to have—it’s critical for running an efficient, cost-effective organization.

It answers questions that were once difficult to measure:

How many workstations do we actually need?
Which days of the week are most popular in the office?
Are our quiet zones and collaboration spaces being used as intended?

With the right insights, you can tailor your workplace to the real needs and behaviors of your people.

Privacy First, Always

A key pillar of occupancy analytics is privacy. The system is designed to detect presence—not identify individuals. All collected data is fully anonymized and strictly adheres to GDPR and global privacy regulations.

The focus is on understanding space usage, not tracking employees. This principle is foundational to Flowscape’s solution and ensures a safe and respectful implementation.

Flowscape's 3-Step Occupancy Analytics Process

To transform physical space into a smart, insight-driven workplace, you need a system where all components work seamlessly. Flowscape’s occupancy analytics is based on a simple yet powerful 3-step model, combining discreet data collection with robust analysis.

Step 1: Sensors Collect Anonymous Data

At the heart of the system are purpose-built sensors tailored for different space types. This ensures high-quality, accurate data regardless of whether it’s for an individual desk or a large common area.

Desk Presence Sensors: Mounted discreetly under each desk, these wireless sensors instantly detect presence and give you a detailed view of individual workstation usage over time.
Room Presence Sensors: Installed in meeting rooms, they detect whether booked rooms are actually in use—a vital tool to eliminate no-shows and free up space in real time.
People Counters & Zone Sensors: Used in open spaces like kitchens, lounges, or project zones to understand traffic patterns and space popularity.

All sensors are wireless, long-lasting, and communicate anonymously.

Step 2: Gateway Connects to the Cloud

Sensors continuously send small data packets, which are collected by a central gateway. This plug-and-play device connects to your network via Wi-Fi or ethernet and can handle hundreds of sensors at once.

It acts as a secure bridge, transmitting data to the cloud for analysis.

Step 3: Platform Transforms Data into Insights

Once in Flowscape's secure cloud platform, raw data becomes actionable insights. This is where the magic happens.

Our workplace analytics tool visualizes usage trends, occupancy rates, and behavioral patterns. Interactive dashboards and reports give you the clarity you need to make confident, data-driven decisions.

Real Results Across the Organization

Once the data from the sensors has been processed in the platform, it becomes available as clear and useful insights. The value lies in how the information is tailored and presented for different needs within the organization, from the individual employee looking for a space for the day to the administrator planning for the future.

For employees: They gain real-time visibility into desk and room availability through the Flowscape app or interactive floorplans on display screens. No more wandering or guessing—just a smooth, friction-free workday.

For administrators and workplace teams, the analytics dashboard is a goldmine of insight. It helps you:

Analyze true occupancy levels across days, weeks, and months
Compare usage across floors, zones, or departments
Identify which rooms and zones are most or least used
Understand peak times for traffic and activity

Why You Need Occupancy Data

Having access to accurate occupancy data is fundamentally about being able to make smarter, more informed business decisions. The information allows you to optimize your operations in several critical areas, directly impacting both costs and productivity.

Optimize Real Estate Costs

Real estate is one of the largest expenses for most organizations. With objective data, you can confidently right-size your office, renegotiate leases, consolidate floors, or reconfigure underused spaces.

Enhance the Employee Experience

When employees easily find the resources they need, frustration drops and productivity rises. A data-informed workplace supports collaboration, creativity, and well-being.

Build a Future-Proof Office

Data reveals long-term trends that inform smarter decisions. Whether you need more focus rooms, fewer desks, or better shared zones, your space strategy becomes proactive—not reactive.

Get Started with Occupancy Analytics

Moving from guesswork to clarity is easier than you think. Flowscape’s system is designed for quick installation, minimal disruption, and maximum value.

Ready to make smarter decisions about your workplace? Book a free demo with our experts today and see how real-time occupancy data can help you reduce costs, improve employee satisfaction, and design a workplace that truly works.